Copyrights to Hassey Wijetunge Folio

1. NAME OF MODULE IBIS FUNDAMENTALS
97
Block type Content / Wording Notes
4. [1]
Enter the Location of the meeting.
5. [2]
Select the relevant Activity Request Categories.
This is important in order for Activity Requests of a similar type and nature to be easily searched
for.
6. [3]
Select the Advice/Query options.
7. [4]
Category 1 relates to the type of communication.
8. [5]
For all External Communication/Activity Requests relating to meetings, select Advice.
This category is used as the purpose of a meeting is normally to provide advice in the form of
guidance, instructions and assistance.
9. [6]
Click Category 2 menu.
10. [7]
Category 2 relates to the nature of the Activity Request.
For all Meetings, scroll down to select Meetings and Events.
11. [8]
Click the Direction menu.
12. [9]
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2. NAME OF MODULE IBIS FUNDAMENTALS
98
Block type Content / Wording Notes
The Direction menu specified the direction of communication whether into or out of EPA.
For Meetings, select:
• Inbound for a meeting organised by an external stakeholder
• Outbound when organising a meeting with external stakeholders
13. [10]
Click the Channel menu
14. [11]
Specify the Channel for the External Communication/Activity Request.
For all Meetings, click the Meeting option.
15. [12] & [13]
The Importance allows a rating to be added to the Activity. This helps with managing items in the
Worklist.
Select the Importance of the External Communication/Activity Request.
The importance refers to the priority level of the Activity Request on the scale of 1 (lowest) to 5
(highest) and is used to prioritise the user’s workload.
Determining the Importance level may differ depending on the nature of the Meeting. Users should
consult with their business unit to identify appropriate importance levels.
16. [15]
Click on the Active Status menu and change the status to Issued.
17. [14]
Enter the details of the Meeting in the Issued By Notes field.

3. NAME OF MODULE IBIS FUNDAMENTALS
99
Block type Content / Wording Notes
18. The Parties Involved Assignment Block is used to assign and track all relevant EPA staff and
external stakeholders involved with the Activity Request.
19. [1]
To add a new party, click on the ‘new’ item icon.
20. [2] & [3]
Click on the drop down arrow on the Partner Function list and choose Meeting Attendees option
from the menu.
This could also vary, according to what is being set by default for the user preference. You could
select whatever option you required.
21. [4]
Click the Open Input Help button to find a individual or an corporate account to be added as the
contact person.
22. [5]
The Search: Partners window displays.
Search for the account to list as Issued To External.
The Issued To External and Meeting Attendees must be a corporate entity where the Individual
being dealt with is contacting EPA as a member of that organisation. Individuals can only be
entered if they are contacting EPA in their personal, individual capacity.
23. [6]
Select the account from the search results
24. Similarly add a Contact Person, Meeting Attendees and Issued To External.
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